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Create Awesome Invoices in Numbers



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hey everyone and welcome to mock totes

plus today I'll be showing you how to

create an awesome looking invoice in

numbers so let's get started open

numbers and then select file and new

numbers comes with a variety of

templates we can select either a blank

template templates related to personal

finance business or education hovering

the mouse over the template displays a

preview the template we're going to

customize today is the built-in invoice

template this will preload all of the

information that we require but we're

going to tweak it and make it more

suitable to our needs

as you can see the template loads a lot

of information that we'd need in an

invoice

before we continue it's a good idea to

enable the print view this way we know

if anything overlaps on the pages select

in view show print view and we'll be

given a page outline so we know exactly

how they look when they're printed let's

take a quick look at the invoice we can

see some contact information that we can

add to the top including invoice number

and project description below this we

can add lines of information regarding

any work or services provided we have

several columns for description quantity

unit price and cost numbers even adds a

tax option at the bottom and will

automatically calculate a total amount

of tax so I can customize the layout

further I'm just going to remove the

text box from the bottom I select this

and simply click delete to get a general

idea of how it currently looks if we

were to print the symbols I'm going to

use the Print Preview option you can do

this by selecting file print it's a good

idea to regularly do this whilst you're

creating a new template our invoice that

way you know exactly how it looks if it

were to be printed

now I'm going to move the description

table further down the page as you move

it around you will notice there are

alignment grids that appear these are

highlighted in blue and will allow you

to keep the table centered or aligned

left or right next I'm going to move the

other table further down the page this

will give me room to add some of our

company information I'm going to delete

the invoice header as it's simply a text

box and we're going to replace this with

something more dynamic we'll be using

the numbers inspector quite a lot in

this tutorial so I'd recommend resizing

the window and having it displayed at

all times

we'll add our company information so

click on text box and a text box will

appear within your document enter some

information you can keep the text box

aligned using the alignment grid that

appears I've just resized the text box

as I'm going to be adding some further

information as you can see I'm adding a

full address information to the text box

this is our company information and will

be displayed on every invoice we can

customize the font using the toolbar or

we can use the font menu and having it

displayed at all times select format

fonts show fonts with the font palette

shown I'm going to adjust the text size

and tamerica our company name stand out

more I'm going to select just that line

and make it bold

textboxes are very versatile and we can

add a web address which numbers will

automatically convert into a clickable

link this will also be available when we

print this and save it as a PDF if you

email invoices regularly they'll also be

able to click on this link and open it

in a web browser

next we're going to add a table to

include invoice numbers and payment

terms select table and then plain a new

table will appear in the invoice the

table at the moment is far too big for

what we need it for so I'm just going to

resize it and make it a little smaller

this will include removing some columns

and rows next I'm going to enter invoice

and we're going to enter a field T's for

invoice numbers now we could just enter

the invoice number every time we use it

and manually change it however you may

forget this or forget which number you

need to use this would mean opening up

previous invoices and seeing what their

number is we're going to make it a

little bit easier and have a stepper

this means we can use in up or down

button to adjust the number select the

cell while we've just added the invoice

number and using the inspector on the

right-hand side of the screen here

selects the option that has the number

42 this allows us to format cells under

cell format select stepper as you can

see we can use a minimum a maximum and

specify the increment set the maximum to

a very large number make sure there is

no decimals as we don't want any point

numbers within our invoice number as you

can see our most number has remained the

same but there is an up and down button

next to it this allows us to easily

adjust it by one increment

we don't need any additional columns so

I'm just gonna remove columns see so now

we're just left with a two column table

here we can readjust accordingly and

make sure everything is nicely aligned

next I'm going to add that all-important

date field using the inspector again we

can format this cell to expect a date

and time we don't need a time for an

invoice so we can change that to none we

can then change the date format whatever

we'd like

I prefer using day month year now it

doesn't matter how you enter the date as

long as you enter it in an expected

format as you can see I entered

12/12/2014 terms depending on the

clients that you're invoicing you may

want the invoice to be payable on

receipt or there may be some payment

terms you've offered such as 7 days or

30 days rather than enter these manually

we can come up with a drop-down menu

allowing us to simply select the option

we need this avoids us forgetting the

option or making a mistake when entering

it

again using the inspector change the

cell format the one we're going to use

is popup menu

numbers places three options in there

the numbers one two and three we're

going to change these so remove them

using the minus button and you can add

new ones using the plus button enter the

options pay on receipt seven days 30

days

once you've added these options you will

now see a drop-down arrow appear next to

the payment term cell here we can use

either of these options now we need to

resize the column so that we get the

full information in again as you change

the table you may need to reorient ate

some of the other options such as the

text box

moving along slightly I've adjusted the

table and changed some of the fonts with

regards to color and font weights I've

also done away with the original table

we had that included some of the clients

information such as purchase order

number and contact info we're going to

recreate this but use something that's

more suitable to our needs insert

another table again we'll use the plain

option we're going to add a field for

contact info what we're going to use it

in a similar way to the payment terms

where we have a drop-down option

selecting the first cell and then the

options for cell format we're going to

use popup menu again now a limitation of

the pop-up menu is that when you're

entering text within the inspector it

will only accept single line field this

means if you try and press Enter if you

wanted to do a multi-line value say an

address for example we can't do that the

reason for this is we can't use multi

lines when we press ENTER in the

inspector

however numbers will actually accept

multi-line values such as addresses the

way to do this is to use a bit of a

cheat we're going to open up TextEdit

create a new text document and we're

just going to type out the name and

address of the contact

you

if you need to market for the attention

of anyone specific you can add this at

the first line as well once we've

completed our address select all of the

text and then copy it go back to numbers

change the pop up menu delete the

contents and then paste now if we adjust

the width of the column and the height

of the realm we can see a multi-line

value we're only going to use this table

for client contact information so we can

remove all book the first row and I'll

put the first column next head back to

TextEdit and then add some more

addresses again we're going to use this

trick of entering them in TextEdit first

copying them and then pasting them back

into numbers

so we simply create a new popup menu

item and copy and paste the remaining

addresses you can add any contact

information whenever you invite a new

client they will then appear in the

pop-up menu allowing you to easily

select them when you create recurring

invoices you may prefer organizing them

by company name and removing the fao

field at the top this is entirely your

choice

if you find yourself dealing with many

clients on this list becoming quite full

it will take up a lot of space on the

screen and at that point you may need to

switch to a more dedicated invoicing

service

now we've completed our client table

let's adjust the font size and color

I'm going to move the top table that we

created before with the invoice number

and date and payment terms and align it

with our client information this will

also free up some room on the top left

if we'd like to include a logo

the alignment grid in numbers is very

clever and it will allow us to align two

tables that are nearby

rather than just aligned to the entire

page

next I'm going to customize the

description table this is because the

invoicing that I'll be doing will be

using an hourly rate we're going to

leave the table largely untouched so

here we're going to enter a description

of a particular piece of work we've done

the number of hours that we've spent

doing it and the hourly rate as you can

see the cost is automatically generated

and at the bottom the subtotal and tax

are calculated to provide it with the

grand total if we add more work which

I've done in this second line the totals

all increase automatically here in the

UK sales tax is 20% I don't need to

adjust anything else just change the

number numbers automatically calculates

this and updates the totals

automatically

before saving or printing it's a good

idea to remove all these empty fields as

they're just taking up needless space we

can select them all and select delete

selected rows from the drop-down menu

when we hover over the rows option as

we've not finished I'm going to undo

that and keep them there for now

as you can see our invoice is almost

complete we need to include some

information about how our clients can

pay us to do this we'll just add a text

box at the bottom providing some

information regarding payment

availability

I'm going to include some generic bank

information however because we can say

these as PDFs and the links will be

created like we did earlier when we

added our company web address we could

include a link to a PayPal account so if

you wanted to generate an invoice but

have them pay via PayPal you could use

your PayPal account to create a simple

link that your clients can click on and

then pay by credit or debit card

alternatively if you use any other

online merchants such as stripe you'll

be able to create a link to a payment

page that you can use

and that's our template nearly complete

let's see what it looks like so far

select file and print we're going to

have a look at a proper PDF preview so

we're going to click on PDF open PDF in

preview and this is what our invoice

will look like as a PDF or when it's

printed as you can see it's looking

really smart we've got all the

information we need and everything's

nicely laid out and aligned now we don't

want to keep having to modify template

again and again instead we can save this

as a template select file save as

template and you'll see that I work has

its own templates folder change the

exporters name to the template name of

your choice then hit save

now whenever you want

invoice simply select file new from

template chooser and you'll see an

option now on the left hand side called

my templates in here are any templates

that you save before saving a template

I'd recommend removing any information

such as the hourly rates that are put in

there and any other information that may

be related to a specific client keep

your template as generic as possible

that way there's less to change every

time you use it

and that's it you'll now be able to

create some great-looking invoices with

in numbers we don't need any specialized

invoice software we can do it all just

within the application thanks for

watching this tutorial on mac totes plus

if you have any comments or feedback

leave them in the comment section below